IFB Title: DSX Card ReaderInstallation

IFB Number: IFB16-43

INVITATION FOR BID
sUPERIOR COURT OF CALIFORNIA,
COUNTY OF SAN BERNARDINO
Regarding: IFB 16-43DSX Card Reader Installation
RANCHO CUCAMONGA COURTHOUSE
PROPOSALSARE DUE: MAY 6, 2016 NO LATER THAN 3:00 PM

1.0BACKGROUND INFORMATION

1.1The Superior Court of California, County of San Bernardino (hereinafter referred to as the “Court”), is seeking proposals for the installationand integration of four (4) card Readers and associated hardware into existing DSX system.

2.0DESCRIPTION OF GOODS AND/OR SERVICES

2.1 The Court has an existing DSX access control system that we would like to add four (4) access card readers and associated hardware to. Distance and panel capacity of existing DSX system is unknown at this time. Vendor should have a strong working knowledge of the DSX system, and must provide references that verify that they have such knowledge and expertise. All work is to be done during normal business hours 7 AM to 4 PM.

Subject installation is located at:

8303 Haven Ave

Rancho Cucamonga, CA 91730

The winning bidder and their employees/subcontractors will be required to successfully complete Court’s background check and drug testing. Only those that successfully pass the background check and testing will be allowed to work in the building. The approximate cost for testing is $100 per person.

2.2 Licenses/Compliancewith Law:

  1. Vendor shall ensure that it has all the necessary licenses and permits required by Federal, State, County and municipal laws, rules and regulations. The Vendor shall maintain these licenses and permits in effect for the duration of this contract. Vendor will notify the Court immediately upon loss or suspension of any such licenses and permits. Failure to maintain all required licenses or permits may result in immediate termination of this contract.
  1. The Vendor shall strictly adhere to the applicable provisions of the Labor Code and any Federal, State and County laws, ordinances, rules and regulations regarding the employment of apprentices; minimum wages; payment of wages, retention and inspection of payroll records; workers compensation; alien labor; the 8 hour day; overtime; Saturday, Sunday and holiday work; and non-discrimination because of race, color, national origin, physical handicap, sex or religion, including the provisions of Executive Orders 11246, 11375, 11625, 12138, 12432, 12250, Title VII of the Civil Rights Act of 1964, the California Fair Employment Practice Act.

2.3Scope of Work:

  1. Vendor Responsibilities:
  1. All furnishings and existing walls will need to be protected appropriately. Protection will be placed and removed by vendor as necessary to prevent damage of finished products.
  1. Vendor is responsible for actual field measurements and/or material counts.
  1. Vendor will remove and properly dispose of demolished existing materials and or left over new materials.
  1. Vendor shall meet all governmental, safety and other regulatory requirements as they pertain to providing these services.
  1. Material Safety Data Sheets (MSDS) shall be provided to the project manager for all products used by the Vendor.
  1. Responsibility for Damage:
  1. The Vendor shall repair and restore to its original condition any Court property damaged by the Vendor at no cost to the Court. Vendor shall be responsible for damage or loss caused by his/her staff to personal property of Court employees.
  1. All cleaning methods, materials, supplies and equipment to be used by the Vendor shall not be harmful to the surfaces on which they are used.
  1. Working Hours:
  1. All work will be conducted during regular business hours (7:00 am to 4:00 pm) and/or on weekends (with prior approval).
  1. The Court reserves the right to adjust the schedule, and/or working hours to accommodate needs of the Court, at NO COST INCREASE TO THE PROJECT.
  1. Supervision:

Vendor shall provide adequate supervision. Supervision shall consist of, but not be limited to the following:

  1. Supervisors shall plan, schedule and assign work to all of the Vendor’s employees.
  2. Supervisors shall make inspections to review work in progress and inspect to ensure completion.
  1. Supervisors shall ensure that the Court’s requirements pertaining to the security of Court/facilities are met and that Vendor’s employees comply with safety regulations.
  1. Supervisors shall maintain a daily log of employee’s onsite, and areas worked.
  1. Supervisors shall respond to questions, complaints and requests from Court designated contacts and/or the Director of Court Facilities.
  1. Project Standards:
  1. All work to meet or exceed all applicable building, seismic, electrical and fire codes.
  1. All work to be of craftsmanship quality or better.
  1. Reasonable care will be taken while working in the building. Note existing conditions of walls, floors and furniture. Damage to areas not properly protected will be the responsibility of the vendor to correct to the owners satisfaction at no cost to owner or the Court.
  1. Work areas will be clean and free of any debris at the end of each work day. Vendor to remove all waste/trash daily by end of work day.
  1. All work shall not impede Court business, create a nuisance or endanger Court employees and/or the public.
  1. Bid to state earliest start dates, as well as a time schedule by area to be approved by the Court. Project to end no later than June 30, 2016.
  1. Vendor, upon notification of successful bid, shall satisfy all Court insurance requirements.
  1. All vendor project waste materials shall be the responsibility of the contractor. Waste must be disposed of properly.
  1. Tools and Materials:
  1. Vendor shall provide all necessary tools materials and storage facilities to ensure professional installation according to manufacturer’s recommendations.
  1. Court Responsibilities:
  1. The Court shall supply the Vendor overhead ceiling lighting, electrical power for tool operation and water.
  1. The Court will provide onsite representation, as necessary in the form of a regular Court employee. All questions or approvals needed by the Vendor will be run through the project manager during normal business hours, unless other arrangements are made.
  1. The Court will provide access to the Courthouse, and all appropriate rooms in order for the Vendor to fulfill obligations of this contract.
  1. Quality Control:
  1. The Court reserves the right to halt all work at any time, for any reason(s).
  1. Security:

Security is a great concern of the Court. The Vendor is advised that failure to fully comply with the security requirements of the contract shall result in the termination of the contract for default.

  1. All persons performing duties under the contract must be authorized by the Court. This shall include all owners of sole proprietorships, joint ventures, principals of corporations and all others who might have access to Court Facilities without the supervision of a Court employee.

Note: Children are not allowed to accompany anyone who has been cleared to enter facilities while in the performance of their duties.

  1. The Court requires the Vendor’s staff providing services under the contract to undergothe Court’s criminal background checks and drug tests at the Vendor’s expense (cost is approximately $100). Vendor shall not employ any individual with any felony conviction to provide services under the contract. Those individuals who fail a background investigation or drug test shall not be allowed to work in any Court facility.
  1. The Vendor’s use of unauthorized personnel is a material breach and will result in immediate termination of all approved Vendor contracts with the Court. Vendor shall be responsible for any and all costs and expenses the Court incurs to replace services, materials, supplies and equipment.
  1. The misuse of any Vendor or Court issued ID cards, Access Control Card, keys or alarm codes by the Vendor or any employees of the Vendor shall be considered as failure to comply with the security requirements of this contract and shall be considered grounds for termination of the contract.

3.0TIMELINE FOR THIS IFB

The Court has developed the following list of key events related to this IFB. All dates are subject to change at the discretion of theCourt.

EVENT / DATE
IFB issued: / April 15, 2016
Pre-proposal Conference / 10:00 AM PDST
April 21, 2016
Deadline for questions / April 26, 2016
3:00 PM PDST
Questions and answers posted / April 27, 2016
Latest date and time proposal may be submitted / 3:00 PM PST
May 6, 2016
Public opening of cost portion of proposals / 9:00 AM PST
May 9, 2016
Notice of Intent to Award (estimate only) / May 12, 2016

4.0IFB ATTACHMENTS

The following attachments are included as part of this IFB:

ATTACMENT / DESCRIPTION
Attachment 1: Administrative Rules Governing (IT Goods and Services): / These rules govern this solicitation.
Attachment 2: Purchase Order Standard Terms and Conditions / ThesePurchase Order Standard Terms and Conditions will be incorporated into any resulting order from this solicitation subject to non-mandatory, non-material, and mutually agreed upon changes. See instructions on Attachment 3 regarding Proposer exceptions.
Attachment 3: Proposer’s Acceptance of Terms and Conditions / On this form, the Proposer must indicate acceptance of the Terms and Conditions or identify exceptions to the Terms and Conditions.
Attachment 4: General Certifications Form / The Proposer must complete the General Certifications Form and submit the completed form with its proposal.
Attachment 5: Small Business Declaration / The Proposer must complete this form only if it wishes to claim the small business preference associated with this solicitation.
Attachment 6: Payee Data Record Form / This form contains information the Court requires in order to process payments and must be submitted with the proposal.
Attachment 7: Payment Provisions / Payment provisions that govern this solicitation.
Attachment 8: Postconsumer-content Certification / The State Agency Buy Recycled Campaign (SABRC) is a state mandated program. This certification shall be provided regardless of the content, even if the product contains no recycled material.

5.0PAYMENT INFORMATION

The type of award contemplated herein is Firm Fixed Price (FFP) therefore the following will apply:

  • Progress or advance payments are not allowed under this solicitation.
  • Travel and per diem expenses are not allowed under this solicitation.

6.0Pre-proposal Conference

The Court will hold a pre-proposal conference on the date identified in the timeline above. The pre-proposal conference will be held at the Court’s offices at:

Rancho Cucamonga Courthouse

8303 Haven Ave

Rancho Cucamonga, CA 91730

Attendance at the pre-proposal conference is MANDATORY. Each Proposer must be certain to check in at the pre-proposal conference, as the attendance list will be used to ascertain compliance with this requirement. The COURT will reject a proposal from any Proposer who did not attend the pre-proposal conference.

7.0SUBMISSIONS OF PROPOSALS

7.1Proposals should provide straightforward, concise information that satisfies the requirements of the “Proposal Contents” section below. Expensive bindings, color displays, and the like are not necessary or desired. Emphasis should be placed on conformity to the IFB’s instructions and requirements, and completeness and clarity of content.

7.2The Proposer must submit its proposal in two parts, the non-cost portion and the cost portion.

A.The Proposermust submitone (1) original and one (1) copy of the non-cost portion of the proposal. The original must be signed by an authorized representative of the Proposer. The original non-cost portion of the proposal (and the copies thereof) must be submitted to the Court in a single sealed envelope, separate from the cost portion. The Proposer must write the IFB title and number on the outside of the sealed envelope.

B.The Proposermust submitone (1) original and one (1) copyof the cost portion of the proposal. The original must be signed by an authorized representative of the Proposer. The original cost portionof the proposal (and the copies thereof) must be submitted to the Court in a single sealed envelope, separate from the non-cost portion. The Proposer must write the IFB title and number on the outside of the sealed envelope.

7.3Proposals must be delivered by the date and time listed on the coversheet of this IFB to:

USPS Registered/Special Delivery (Fed-Ex, UPS or Hand Delivery)

Superior Court of California, County of San Bernardino

CEO Office - Purchasing

247 W. Third Street – 11th Floor

San Bernardino, CA 92415-0302

7.4Late proposals will not be accepted.

7.5Only written proposals will be accepted. Proposals must be sent by registered or certified mail, courier service (e.g. FedEx), or delivered by hand. Proposals may not be transmitted by fax or email.

8.0PROPOSAL CONTENTS

8.1Non-Cost Portion. The following information must be included in the non-cost portion of theproposal. A proposal lacking any of the following information may be deemed non-responsive.

  1. The Proposer’s name, address, telephone and fax numbers, and federal tax identification number. Note that if the Proposer is a sole proprietor using his or her social security number, the social security number will be required before finalizing a contract.

B.Name, title, address, telephone number, and email address of the individual who will act as the Proposer’s designated representative for purposes of this IFB.

C.Model number(s), specifications, or other description of the goods the Proposer proposes to supply to the Court, including warranty information.

D.Names, addresses, telephone numbers and email addresses of a minimum of three (3)clients for whom the Proposer has provided/conducted similar goods and services. The Court may check references listed by the Proposer.

E.Acceptance of the Terms and Conditions.

1.On Attachment 3, the Proposer must check the appropriate box and sign the form. If the Proposer marks the second box, it must provide the required additional materials. An “exception” includes any addition, deletion, or other modification.

3.If exceptions are identified, the Proposer must also submit (a) a red-lined version of the Terms and Conditionsthat implements all proposed changes, and (b) a written explanation or rationale for each exception and/or proposed change.

  1. Certifications, Attachments, and other requirements.

1.The Proposer must complete the General Certifications Form (Attachment 4) and submit the completed form with its proposal.

2.TheProposermust submit with its proposal, for itself and each of its affiliates that make sales for delivery into California, a copy of either (i) a California seller's permit issued under Revenue and Taxation Code section 6066 et seq. or (ii) a certificate of registration issued under Revenue and Taxation Code section 6226.

3.If Contractor is a California corporation, limited liability company (“LLC”), limited partnership (“LP”), or limited liability partnership (“LLP”), proof that Contractor is in good standing in California. If Contractor is a foreign corporation, LLC, LP, or LLP, and Contractor conducts or will conduct (if awarded the contract) intrastate business in California, proof that Contractor is qualified to do business and in good standing in California. If Contractor is a foreign corporation, LLC, LP, or LLP, and Contractor does not (and will not if awarded the contract) conduct intrastate business in California, proof that Contractor is in good standing in its home jurisdiction.

8.2Cost Portion. The following information must be included in the costportion of the proposal. The bidder is encouraged to use the spaces provided in Exhibit A which is attached to this IFB.

Goods:

  1. The cost per unit for the goods described in the non-cost information.
  1. Lead time for delivery ARO (after receipt of order)

Services:

  1. A detailed line item budget showing total cost of the proposed services listing the proposed hourly charge(s) and estimated labor hours.
  1. A full explanation of all budget line items in a narrative entitled “Budget Justification.”
  1. A “not to exceed” total for all work and expenses payable under the contract, if awarded.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

9.0OFFER PERIOD

A Proposer's proposal is an irrevocable offer for ninety (90) days following the proposal due date. In the event a final contract has not been awarded within this period, the COURT reserves the right to negotiate extensions to this period.

10.0EVALUATION OF PROPOSALS

The cost portion of proposals will be publicly opened at the date and time noted in Section 3.0 at the Court’s purchasing offices located at:

247 W. Third Street, 11th Floor

San Bernardino, CA 92415-0302

The Court will evaluate the bids as described in the Administrative Rules. Award, if made, will be to the responsible bidder that submitted the lowest responsive bid after the application of any preference, incentives, or discounts, if applicable, meeting the specifications.

The Court may conduct interviewswith Bidders to clarify aspects of their bids. The interview process may require a demonstration of equivalence if a brand name is included in the specifications. The interviews may be conducted in person or by phone. If conducted in person, interviews will likely be heldat the Court’s offices. The Court will not reimburse Bidders for any costs incurred in traveling to or from the interview location. The Court will notify eligible Bidders regarding interview arrangements.

If a contract will be awarded, the COURT will post a Notice of Intent to Award at:

11.0CONFIDENTIAL OR PROPRIETARY INFORMATION

Proposals are subject to disclosure pursuant to applicable provisions of the California Public Contract Code and rule 10.500 of the California Rules of Court.The COURT will not disclose (i) social security numbers, or (ii) balance sheets or income statements submitted by a Proposer that is not a publicly-traded corporation.All other information in proposals will be disclosed in response to applicable public records requests. Such disclosure will be made regardless of whether the proposal (or portions thereof) is marked “confidential,” “proprietary,” or otherwise, and regardless of any statement in the proposal (a) purporting to limit the COURT’s right to disclose information in the proposal, or (b) requiring the COURT to inform or obtain the consent of the Proposer prior to the disclosure of the proposal (or portions thereof). Any proposal that is password protected, or contains portions that are password protected, may be rejected. Proposers are accordingly cautioned not to include confidential, proprietary, or privileged information in proposals.